Intermediate Specialist, Academic Administration

University of Ottawa; Ottawa; On-site; CAD 85,000 - 107,000; Full time

Job summary

University of Ottawa is seeking a temporary administrative support specialist to assist the School of Epidemiology and Public Health (SEPH) in managing practicum placements, coordinating MPH/PhD program activities, and supporting program administration.

The role involves collaboration with faculty, students, and community partners to ensure smooth operations.

Qualifications

• An undergraduate degree or an acceptable equivalent combination of education or experience.

Responsibilities

• Plans and coordinates practicum placements for SEPH students and supervises related documentation.
• Maintains relationships with community partners and coordinates MPH/PhD program activities and events.
• Supports program directors and advising with data collection, reporting, and policy updates.

Education

Undergraduate degree

Job description

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• Posting Reason: Temporary replacement of a regular position
• Job Type: Employee
• Anticipated Duration in Months (for contracts and temporary assignments): 12
• Job Family: Academic Administration
• # of Open Positions: 1
• Faculty/Service - Department: SEPH Operations
• Campus: Roger Guindon Hall
• Union Affiliation: SSUO
• Date Posted (YYYY/MM/DD): 2026/10/19
• Applications must be received BEFORE (YYYY/MM/DD): 2026/10/30
• Hours per week: 35
• Salary Grade: SSUO Grade 10
• Salary Range: $85,040.00 - $107,421.00

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose:

Supports the educational dossier of the School of Epidemiology and Public Health (SEPH), with special attention to the Master of Public Health (MPH), master's and PhD programs (EPI) and Undergraduate Medical Education (UGME) program activities. The incumbent provides administrative support to the program leads to organize and track educational activities and to support the development and implementation of new initiatives. Serves as back up for the Lead Officer, Academic Administration, Residency Program in Public Health, and Preventative Medicine (PHPM).

Specific Accountabilities:

Plans and implements the practicum placement program, and additional practicum opportunities for all SEPH students, by anticipating and coordinating the logistical needs of upcoming and ongoing placements; this includes expectations, timelines, documentation, ensuring each student and placement supervisor completes the practicum learning contract and ensuring the collection of completed (student) evaluation forms and practicum evaluation forms. Presents to the students the practicum information and process of how to apply to a practicum in separate information sessions. Communicates and advises participating students, professors and community partners on practicum opportunities, responsibilities, and best practices within their practicum experience. Reviews each placement posting and supervisor CV to ensure they meet the criteria for a suitable learning experience. Assists the student or community partner with arising issues related to their placement. Alerts the Program Director of issues as necessary including tracking the timely organization of practicum placements by individual students.

Develops and actively maintains working relationships with community partners in public health and related organizations. Actively seeks out new opportunities for funded practicum opportunities for students. Regularly meets/communicates with key community partners and is assigned to collect and analyze their feedback and level of satisfaction with the practicum program and to identify opportunities to deepen the working relationship. Makes recommendations as required to improve and maintain SEPH systems and/or processes leading to mutually beneficial working relationships with the broader community.

Coordinates program activities and events including (but not limited to): orientation, student research day, MPH Capstone, and program committee meetings, Ph.D. proposal presentations. Reports operational and technical difficulties or problems to the Manager on a regular basis.

Coordinates faculty advising for the MPH program and collection/analysis of advising reports. Liaise with career services to develop and host workshops and other support as needed for students.

Provides feedback, and proactively collaborates with the Program Director and Manager on necessary program improvements. Assists the Program Director in developing program guidelines and policies, updates procedures and recommends proper tools to ensure that goals are met or surpassed. Proactive and in response to requests, updates guidance documents and verifies web links for all program components. Includes planning and developing the information support resources needed to respond to students and faculty regarding program changes. Maintains and updates the EPI and MPH Brightspace pages.

Coordinates the MPH Committee and Epidemiology Graduate Studies Committee meetings; MPH and Epidemiology Admissions Committees, PhD comprehensive exam Committee meetings, is the point of contact for committee members, ensuring all documentation, and information is provided. Attending all graduate program committee meetings taking and writing minutes, preparing related materials, following up on action items as required.

Knowledge, Experience and Skills:

Essential Qualifications:

An undergraduate degree or an acceptable equivalent combination of education or experience; Minimum 4 years i